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SharePoint 101Best Practices for BeginnersTheresa Eller | sharepointmadam@gmail.com | @SharePointMadam

sharepointmadam.blogspot.com | www.slideshare.net/sharepointmadam

About Me• Business Systems Analyst at MD Anderson Cancer Center

• Create no-code solutions using SharePoint 2013 on-premises, InfoPath, and Nintex Workflows• Microsoft Office Specialist certified in SharePoint 2013• Frequent speaker and blogger in the international SharePoint community Proud dog mom to Shay & Cookie

Community Involvement• SharePoint Saturday is a FREE one-day

event featuring sessions from SharePoint MVPs and professionals around the world

• SharePoint Saturday Paris 2015

• Find me at these locations• SharePoint Saturday Houston

(April 9 at UH main campus)• SQL Saturday Houston

(May 14 at San Jacinto College South)• sharepointmadam.blogspot.com• Video featured on Webucator’s

YouTube channel• @SharePointMadam

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Secrets for a Better SharePoint Experience1. Use a supported browser2. Work around IE11 known issues3. Turn on Compatibility View4. Do the math with permissions groups5. Adding Active Directory (AD) groups6. Remove stored SharePoint credentials7. SharePoint 2013 + Office 20138. File names & prohibited characters9. Folders vs. Metadata10. Excel incompatible features11. Enable Export to Excel12. Import a spreadsheet13. Unlock a locked file (maybe)14. Calendar overlay15. Connect a SharePoint calendar to Outlook

16. Green asterisk17. Color block indicator18. Document preview19. Co-authoring documents20. Versioning21. Prepare for the List View Threshold22. Changing views in web parts23. Drag and drop up to 100 files24. Windows explorer25. Recycle bin26. Proximity operator: NEAR27. Proximity operator: ONEAR28. About Me & Ask Me About are searchable29. View all your Tasks on MySite30. Software Boundaries & Limits

Browsers

Supported BrowsersBrowser Compatibility Browsers Not Recommended

Certain web browsers could cause some SharePoint 2013 functionality to bedowngraded, limited, or available only through alternative steps.

Versions 8, 10, 1132-bit

Latest Released VersionPC or Mac

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Work Around IE11 Known IssuesKnown Errors• JSON error

• Excel Online toolbar inactivity

Solution• Place InfoPath form in InfoPath Form Web Part• Emulate IE10

• Press F12 for Developer Tools• Change the Emulation (or Document Mode) to 10

Turn on Compatibility View• Web Part properties cannot be modified

Permissions

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Do the Math with Permissions Groups200 employees

10 SharePoint sites2000 assignments

200 employeesx 1 SharePoint group200 assignments1 SharePoint groupX 10 SharePoint sites10 assignments200 10 = 210 assignments

Adding Active Directory (AD) GroupsAD Groups• Active Directory or Security groups• Can be used to grant permissions in SharePoint• Typically maintained by Active Directory team• SharePoint Admin may be able to view but not edit

Emailed-Enabled Security Groups• Active Directory group that can also be used as a distribution list for email (Outlook)• Can be used to grant permissions in SharePoint• Can be owned by someone outside of AD team to add and remove members

Remove Stored Credentials• Every time you change your password, go into the Credential Manager(a.k.a. Windows Vault) and remove your stored SharePoint credentials

• Avoids the repeated prompt for credentials when accessing SharePoint after a password change• May also unlock a locked file

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The Office Suite

SharePoint 2013 + Office Suite 2013• Use the Office Suite version that corresponds to your SharePoint version• Don’t have multiple versions of Office products

• e.g., Office 2013 with Visio 2010• Use the 32-bit version of Office unless you have a valid reason for using 64-bit (e.g., Power BI processing power)• Otherwise…

• Error may appear• Files may not open• Features may be missing

Lists & Libraries

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File Names & Prohibited Characters• Limited to 255 characters• Special characters should be avoided• e.g., Space = %20• 3 characters instead of 1• Doubled (to 6 characters) when opening or editing a document• You cannot

• Use the period character consecutively in the middle of a file/folder name• Use the period character at the end of a file/folder name• Start a file/foldername with a period character

• Using an underscore character (_) at the beginning of a file/folder name will make the file/folder hidden

Tilde (~)Number Sign (#)Percent (%)Ampersand (&)Asterisk (*)Braces ({ })Backslash (\\)

Colon (:)Angle Brackets (< >)Question Mark (?)Slash (/)Plus Sign (+)Pipe (|)Quotation Marks (“ ”)

Prohibited characters in file/folder names

Using an underscore character (_) at the beginning of a file/folder name will make the file/folder hidden

Folders vs. MetadataFolders• Folder names are not searchable• Slash (/) is represented as %2F

• Takes up space in URL• Can be turned off for lists and libraries

Metadata• Indexed metadata is searchable

• Can create up to 20 indexes per list or library• SharePoint 2016 will automatically index more columns

• Reusable across a site collection or within a site• Each column is metadata

Excel Incompatible Features• Password Protection is a common unsupported feature• Information bar with the list of unsupported features does not display when the file is loaded from a Web Part• List originated for SP2007

•• List updated for SP2013

• https://msdn.microsoft.com/en-us/library/office/ff595319.aspxhttps://msdn.microsoft.com/en-us/library/ms496823.aspx

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Enable Export to Excel

Import a Spreadsheet• Use a Table or Named Range to simplify data selection

Unlock a Locked File (maybe)• Checked-in file may remain locked for up to 10 minutes• Reasons files get locked

• An attempt by another user to open the file within 10 minutes System crashes while file is open• File is closed unexpectedly• Check in was not successful• Network connection is lost while file is open

• Possible Solutions• Wait 24 hours• Clear your browser cache and restart your browser• Clear your cache in credential manager• Close all instances of file type• Kill the file type service in Task Manager

Sources listed in the Notes section

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Calendar Overlay• Assigns a different color to each calendar view• Can display up to 10 calendar views on a single calendar

Connect a SharePoint Calendar to Outlook

Separate Calendars both viewable in Outlook

Green Asterisk• Indicates item or file was added within the last 24 hours

*

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Color Block Indicator• Indicates Skype for Business status

Available Away Busy Do Not Disturb

Document Preview• Hover over a Word, Excel, PowerPoint, or PDF file in the Search results to see a preview of the document• Browse through the document without opening it

Co-Authoring Documents• Automatically enabled if Check Out is not required

Up to 10 people can simultaneously edit a file

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Versioning• Versioning

Prepare for the List View ThresholdPossible GOOD Solutions• Prior to hitting 5,000 items or within the exemption window

• Index columns that should be searchable• Create views that keep the displayed number of items/files below 5,000

• Import data from another source, such as SQL

Possible TEMPORARY Solutions• Disable throttling for the list or library

• Requires PowerShell• Increase the limit

• Increases the risk of locking a table and losing data

Changing Views in Web Parts (1 of 2)Web Part View

(Default Style)Modify the View

(Shaded Style)Web Part View(Still Default Style)

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Changing Views in Web Parts (2 of 2)• Edit the Web Part and select Standard • Click OK at the warning about changing the view

• To see the changed view, click OK to close the List Views window and Save the page

Drag & Drop up to 100 Files

Windows ExplorerGood Uses• Drag and drop files into a library• Move and copy files

Bad Uses• Create folders

• Folders are not your friend!• Delete multiple files at once

Files are PERMANENTLY deleted in Windows Explorer

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Recycle BinSite Level Site Collection Level

• After site level retention is met, deleted items move into the site collection recycle bin• Default retention is half of the site level retention

• E.g., 30 days at site level, then 15 days at site collection level• Can be restored by site collection administrator

• Almost anything deleted goes into the recycle bin• List• List Item• Document Library• File• SharePoint Site (SP2013+)

• Can be restored by site owner• Default retention is 30 days

Proximity Operator: NEAR• Searches for expressions (words or phrases) within close proximity to each other

• Default is 8 expressions• Order of the expressions is ignored

• NEAR must be in all capital letters• SharePoint NEAR Training• SharePoint NEAR(2) Training

• Searches for “SharePoint” within 2 expressions (words) of “Training”

Proximity Operator: ONEAR• Searches for expressions in the order specified

• SharePoint ONEAR Training• ONEAR must be in all capital letters• SharePoint ONEAR(2) Training

• Searches for “Training” no more than 2 expressions after “SharePoint”

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MySite

About Me & Ask Me About are Searchable• In the About me section, enter your bio• In Ask Me About, enter topics with which you can help people

• These keywords will be searchable

View All Your Tasks on MySite• Under your photo, click Tasks• Tasks from all SharePoint sites will appear here• Tasks may take up to 4 hours to appear on MySite

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Impress Your Boss

Software Boundaries & Limits• Site Collections

• 500,000 personal• 250,000 other

• Sites & Subsites• 250,000 per site collection

• Web Parts• 25 per wiki or Web Part page

• Documents• 30,000,000 per library

• Items• 30,000,000 per list

• Versions• 400,000 major• 511 minor

• File Size• 2GB (up to SP2013)• 10GB (SP 2016)

https://technet.microsoft.com/en-us/library/cc262787.aspx

Questions?Theresa Eller | sharepointmadam@gmail.com | @SharePointMadam

sharepointmadam.blogspot.com | www.slideshare.net/sharepointmadam